Recruiting & Office Operations Coordinator

Company: LlamaIndex Inc.
Location: San Francisco
Posted on: April 1, 2025

Job Description:

Join us and help shape the future of AI by architecting next-generation knowledge systems.Values we look for:

• Unwavering Integrity with Purpose: We operate with complete honesty and stay true to our mission. Our work isn't just a job - it's driven by genuine passion and deep alignment with our goals.
• Resourceful Innovation: We thrive in any environment, turning constraints into opportunities. Our ability to adapt and find creative solutions with limited resources sets us apart.
• Exceptional Drive & Execution: We combine sharp intellect with relentless execution. Smart thinking alone isn't enough - we pride ourselves on turning great ideas into real results.
• Elevate & Empower: We believe in collective growth. Success means lifting those around us, sharing knowledge, and helping our teammates reach their full potential.
• Deep Expertise: We value and cultivate deep domain knowledge. True innovation comes from mastering our craft and understanding the nuances of our field.About the RoleWe're seeking a highly organized, detail-oriented and personable professional to support our San Francisco office with a combination of recruiting coordination, office operations, and administrative support. This hybrid role requires a minimum of 3 days per week in our San Francisco office.ResponsibilitiesRecruiting Coordination (75%)
  • Manage full-cycle recruiting logistics including scheduling interviews, coordinating with hiring managers and recruiters, ensuring a smooth candidate experience.
  • Maintain recruiting pipelines and track candidate status in our ATS (Ashby).
  • Coordinate offer processes, reference checks, and onboarding preparations.
  • Assist with job postings, interview plans and employer branding initiatives.Office Operations (20%)
    • Oversee day-to-day office operations including maintaining supplies, managing vendors, and ensuring a productive work environment.
    • Coordinate in-office meals, events, team gatherings, and meetings.
    • Serve as the primary point of contact for office-related inquiries and facilities issues.
    • Support relationships with building management, maintenance, and service providers.General Administrative Support (5%)
      • Provide administrative assistance to executives and team leaders as needed.
      • Manage incoming correspondence and communications.
      • Support special projects and initiatives as they arise.Qualifications
        • 2+ years of experience in recruiting coordination, office management, or administrative support.
        • Exceptional organizational skills with ability to prioritize and manage multiple tasks.
        • Strong communication skills and a customer service mindset.
        • Proficiency with Google Workspace, Microsoft Office, and video conferencing platforms.
        • Experience with ATS systems and HR processes preferred.
        • Bachelor's degree preferred but not required with equivalent experience.Requirements
          • Minimum 3 days per week in our San Francisco office.
          • Ability to occasionally work flexible hours to accommodate company needs.
          • Strong sense of urgency and follow through.
          • Demonstrated discretion when handling confidential information.LocationMust be local to the San Francisco Bay Area and able to work out of our San Francisco office 3+ days a week.
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Keywords: LlamaIndex Inc., San Francisco , Recruiting & Office Operations Coordinator, Administration, Clerical , San Francisco, California